Facilities Assistant (71917)

Facilities Administrator

Job Summary: 

The Facilities Administrator will support the day-to-day management, maintenance, and operational efficiency of all facilities within our network of car wash locations. This role is essential for ensuring a high level of operational reliability, safety, and customer satisfaction at each location. The Facilities Administrator will coordinate repairs, oversee maintenance schedules, handle service contracts, and work closely with both internal teams and external vendors to ensure facilities are in optimal condition. This is what the ModDrop stands for. Each act of kindness, even the smallest positive action will ripple outward to affect others and our communities

Key Responsibilities: 

Vendor Invoice Review and Approval:

• Receive, log, and review all facilities of vendor invoices for accuracy, completeness, and supporting documentation. 
• Match invoices to work orders, quotes, and service reports; confirm the work was completed at the right site. 
• Check pricing against agreed rates, contracts, and approved quotes; flag duplicates, overcharges, and unauthorized work. 
• Approve invoices within assigned spending authority and route larger amounts to the Director of Facilities. 
• Deny or dispute invoices that don't meet requirements, document the reason, and work with the vendor to resolve or re-bill. 
• Code invoices to the correct location and expense category and hand off approved invoices to the Accounting Department on schedule. 
• Track invoice aging and follow up on anything stuck in review, so vendors are paid on time. 

Compliance Inspection Scheduling:

• Help build the master inspection calendar from the ground up: gather each site's inspection history, due dates, permits, and local requirements, and set up the tracking system and reminders. 
• Once built, keep the master calendar current as sites open, close, or change requirements. 
• Schedule annual backflow preventer testing with certified testers and submit results to the local water authority where required. 
• Schedule fire extinguisher inspections, servicing, and hydrostatic testing; confirm tags and records are current. 
• Schedule stormwater management inspections, including oil/water separators, grit traps, and site drainage, per permit or local requirements. 
• Coordinate access and timing with site managers to limit disruption to wash operations. 
• Collect and file certificates, test reports, and inspection results; follow up on any failed tests until corrective work is complete. 

Vendor Coordination and Records:

• Keep vendor contact information, certificates of insurance, and license or certification records current. 
• Respond to vendor for billing and scheduling questions and escalating performance issues. 
• Produce regular reports on invoice volume, spend by site, and upcoming or overdue inspections. 
• Support audits and regulatory requests with organized, retrievable documentation. 

Other Duties: Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

Skills and Competencies:  

• Attention to detail: Catches pricing errors, duplicate bills, and missing paperwork. 
• Organization: Manages hundreds of recurring due dates without letting any slip. 
• Judgment: Knows when to approve, when to push back, and when to escalate. 
• Communication: Clear and firm with vendors, helpful with site managers. 
• Follow-through: Closes the loop on disputes and failed inspections. 

Education and Experience: 

• High school diploma or equivalent.  
• 2+ years in accounts payable, facilities coordination, property management, or a similar administrative role. 
• Experience reviewing invoices against quotes, contracts, or purchase orders. 
• Experience scheduling vendors or service work across multiple locations. 
• Proficiency with Excel or Google Sheets and a work order or AP system. 

Preferred: 

• Associate or bachelor's degree in business, accounting, or related field preferred. 
• Familiarity with backflow testing, fire extinguisher (NFPA 10) requirements, or stormwater permits. 
• Multi-site retail, restaurant, or car wash facilities experience. 
• Experience with a CMMS or work order platform. 

How success is measured:

• Invoices reviewed and approved or denied within an agreed turnaround (for example, 5 business days). 
• Fewer billing errors, duplicate payments, and late-payment complaints from vendors. 
• 100% of sites current on backflow, fire extinguisher, and stormwater inspections. 
• Failed inspections corrected and re-tested within the required window. 
• Complete, audit-ready records for every site. 

Work Environment: 

• Remote and/or office work. 

Physical Requirements:  

• Prolonged periods of sitting and computer work. 

Position Type | Work Schedule 

Job Type: Full Time 

Work Schedule:Monday – Friday | 8:30am to 5:30pm, with some flexibility for remote work. May require flexibility to visit car wash locations during their operating hours, including weekends or early mornings. 

Travel Required: 40–60% travel across multi-state markets. 

ModWash provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.